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Excel for Mac 2011 Essential Training
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Managing worksheets


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Excel for Mac 2011 Essential Training

with Curt Frye

Video: Managing worksheets

When you create an Excel workbook, it comes with one worksheet where you can store data, create formulas, add images, and so on. A worksheet is like a folder in a drawer; it can store lots of data and span more than one printed page. And as with file folders, the best way to organize your data is to create a separate worksheet for data in a specific set. For example, if you create a workbook to summarize yearly sales data, you could create a worksheet for each month. In this movie, I'll show you how to create, delete, and manage your worksheets. The workbook I have here, ManageWorksheets, has two sheets.
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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Excel for Mac 2011 Essential Training
6h 32m Beginner Oct 26, 2010

Viewers: in countries Watching now:

In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.

Topics include:
  • Customizing the Ribbon
  • Formatting worksheets, cells, and cell data
  • Sorting and filtering data
  • Working with formulas
  • Detecting formula errors
  • Creating charts
  • Importing data
  • Inserting objects and graphics
  • Using PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Spreadsheets
Software:
Excel Excel for Mac Office for Mac
Author:
Curt Frye

Managing worksheets

When you create an Excel workbook, it comes with one worksheet where you can store data, create formulas, add images, and so on. A worksheet is like a folder in a drawer; it can store lots of data and span more than one printed page. And as with file folders, the best way to organize your data is to create a separate worksheet for data in a specific set. For example, if you create a workbook to summarize yearly sales data, you could create a worksheet for each month. In this movie, I'll show you how to create, delete, and manage your worksheets. The workbook I have here, ManageWorksheets, has two sheets.

The first one is called Sheet1 - that's one we're seeing right now - and that contains monthly revenue for the years 2005 through 2010. You know that you're on Sheet1 if you look at the tab bar here at the bottom of the Excel program window. That is where you'll see Sheet1, and you'll also see that there's a tab for a second worksheet called Yearly. The active worksheet is white, and the inactive worksheet, or any inactive worksheet, is gray. If you want to display the other worksheet, in this case the one called Yearly, you could click its sheet tab, which is here.

When you do, Excel displays the new worksheet. To go back, just click the other sheet tab, and you'll move right to it. If you want to create a new worksheet, you can do so by clicking in the Insert Sheet button, which is down here at the bottom. It looks like a Plus sign. When you click it, you get a new worksheet, and Excel names the worksheets by incrementing a numerical value. So, for example, if you have Sheet1 and another worksheet called Yearly, this one will be Sheet2. Well, actually, I'll just show you by creating another one. We have Sheet1 and Sheet2. If we insert another sheet, it's Sheet3, and so on.

There is no practical limit to the number of worksheets you can put in a workbook, but if you start to get more than 15 or 20, you should think about splitting your data into more than one workbook. Now let's go back to Sheet1 by clicking its tab. The name Sheet1 tells you absolutely nothing about the data that's currently on this worksheet. By contrast, notice that the other worksheet, Yearly, gives you an idea that it probably contains a yearly summary of your data. So instead of leaving this worksheet name Sheet1, I will instead change its name to Monthly. To rename a worksheet, you double-click its sheet tab.

Doing so highlights the name of the worksheet, and you can just type in the new name. I'll call it Monthly. When you're done, press Return, and Excel renames your worksheet. Now let's suppose that you want to move a worksheet to another workbook. You might want to move the data without having to bother with copying and pasting. You just want to take the entire worksheet, send it straight over. No worries. To do that, you select the worksheet, and then on the Edit menu, click Move or Copy Sheet. This is one of the commands that's only available through the menu system. So click Edit > Move or Copy, and you get the Move or Copy dialog.

You can now select the open workbook that you want to move the sheet to, or if you click this list box button, you can also select (new book). That's what I'll select right now. By selecting (new book), you can move your worksheet to the other workbook, or in this case put it by itself in a new workbook. If you want to copy the worksheet instead of moving it entirely - in other words, what I'm doing right now will remove the worksheet from this workbook and move it to this new workbook - if instead you want to create a copy and leave the existing copy of the Monthly worksheet in this workbook, you can check the Create a copy box.

When you do and click OK, Excel creates a new workbook, and you can see that I have the Monthly worksheet. However, if I switch back to ManageWorksheets, you see that the worksheet is still there. If you want to reposition a worksheet within a workbook, you can do that by dragging its sheet tab. For example, let's say that I wanted to move the Monthly worksheet to the right of the Yearly worksheet, in other words put it after the Yearly worksheet in the order of the workbook. To do that, you click and drag the sheet tab, and you'll see that your mouse pointer has changed to an icon, which is a file icon.

Also, there is a small downward- pointing black triangle. That tells you to position the worksheet will be in when you release the left mouse button. So if I drag it over here, you'll see that the indicator is now to the right of the Yearly tab. If I release the mouse button, the tabs have changed places. If you tend to move left to right or right to left through your workbook, then changing the order of your worksheets is going to be helpful. Just a workflow thing. I hope you'll find it useful. One way that you can bring attention to a worksheet is by changing the color of its sheet tab. For example, let's suppose that the Yearly worksheet has some information that you wanted another user to look at.

You can indicate that by changing the color of the sheet tab. To do so, you hold down the Ctrl key and click the sheet tab and then click Tab Color. You can select the color. I will select red. And Excel changes that sheet's tab color to the color you selected. Close the dialog. Just click the close button here at the top left. Finally, I'll show you how to delete a worksheet. You can delete a worksheet by Ctrl+Clicking its sheet tab. So in other words, if I want to delete the Sheet2 worksheet, I'll just hold down the Ctrl key, click its sheet tab and then click Delete.

Deleting a worksheet is nonreversible; you can't go back, and all of the data is gone. So be sure that you want to get rid of the worksheet. In this case the worksheet is empty, so I can get rid of it by clicking OK. Determining how many worksheets to create in the workbook is something of an art, so don't be afraid to restructure your workbooks until you find a solution you like. If you decide to combine data for more than one worksheet into a single worksheet, be sure you copy the data over before you delete the worksheet it was on. Once a worksheet is deleted, it's gone for good.

Find answers to the most frequently asked questions about Excel for Mac 2011 Essential Training.


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A: Discover more on this topic by visiting Excel formulas on lynda.com.
 
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